Class Reunion Planning Timeline
Use these windows as a starting point; venue availability and the size of your reunion may change the schedule.
12–18 months before: Form your committee, reconnect with classmates, estimate attendance, and compare dates and venues.
6–12 months before: Confirm the venue and budget, divide responsibilities, and send save-the-dates.
3–6 months before: Send invitations, open RSVPs, set a payment deadline, and arrange food, music, and photography.
30 days before: Follow up with undecided guests. Check vendor deadlines, accessibility needs, and the event schedule.
Final week: Confirm counts, print the check-in list, pack supplies, and assign setup and cleanup roles.
After the reunion: Close out expenses, thank volunteers, and collect suggestions for next time.
Start with three decisions
Agree on who the event is for, roughly how many people may attend, and what kind of evening you want. A casual restaurant gathering and a catered ballroom reunion need different budgets and lead times. Ask about dates and price comfort before you put down a deposit.
Give every task an owner
- Committee lead: keeps the schedule and records decisions.
- Money lead: tracks quotes, commitments, payments, and receipts.
- Outreach lead: maintains the class contact list and follows up on responses.
- Event lead: coordinates the venue, suppliers, setup, and day-of schedule.
One person can cover more than one role. What matters is that each task has an owner and a due date.
Build a day-of run sheet
Write down arrival times, deliveries, room setup, check-in, food service, announcements, the group photo, and cleanup. Give each job a contact person. Leave breathing room between activities so guests can do what they came for: reconnect.
Planning with less than three months?
Choose a simpler event. Prioritize a workable date, a venue with clear terms, a payment method, and direct invitations. Use digital communications and avoid custom orders until quantities and delivery dates are confirmed. A well-organized gathering can be memorable without elaborate entertainment or decorations.
Before you commit
Check deposit and refund terms, minimum spending requirements, venue capacity, accessibility, final-count deadlines, and what is included in each quote. Keep important decisions in one shared document instead of scattering them across messages.